Knowledge Base

Find support notes, detailed instructions and answers to your frequently asked questions on Cashflow Managers’ range of small business accounting software.

To make it easy to find the information you need, our extensive Knowledge Base has been divided into categories.
Simply select the relevant product and category to view the list of support topics and questions.

Generally, you will only need to restore a file if something has happened to your existing file such as a corruption, a virus, or you are reinstalling Cashflow Manager on a new computer.

To restore your backup file to Cashflow Manager click on the ‘Restore’ icon. Click the [Browse] button to select the location of the backup file being restored. Select the file and click [Open]. When you do this, the ‘Restore destination path’ box will automatically fill with the default location for the restoration file. You will not need to change this unless you have previously changed the default restoration path, in which case you should navigate to the proper folder using the [Change] button. Click on the [Restore] button in the lower right-hand corner of the screen. When asked if you want to replace the file, click [Yes]. Click [OK] and you will be returned to the home screen of Cashflow Manager.

It is recommended that you backup your Cashflow Manager file each time you finish working with the program. Backing up your file minimizes the loss of data if there is a sudden power loss or if your computer should fail. It is recommended that you do a secondary backup to an external location separate from your computer such as a USB drive, external hard drive or an online storage account.

To backup your records:

Click on the backup icon or select [File] and then [Backup].

The backup window will open and will show the default backup path which is C:\Users\”Users Folder”\appData\Roaming\CFM\Cashflow 10\Data

You will then need to click [Save] then [Backup] to complete the backup process.

To backup to a USB or external harddrive:

Click [File] and then [Backup].

Click on the [Browse] button and select the drive you wish to save to.

When the backup has been successful you will see a message saying ‘Backup Complete’.

How do I import data from older versions of Cashflow Manager?

How do I import data from older versions of Cashflow Manager?Thomas Butterfield2017-01-20T10:51:58+00:00

To import your data from a previous version you will need to select ‘Create New Business’ from your welcome screen. It will then ask you if you have an existing Cashflow Manager file you wish to import. Select ‘Yes’. You will need to type in the name of your business and then browse to the location where you store your Cashflow Manager business files. Once you have clicked [Next] you will need to browse to the location on your PC where you wish to save your new business file and click [Save]. Now you are ready to work in the latest version of Cashflow Manager.

On a mac you have a couple of different options for installing software that allows you to run Windows and Windows applications.

Option 1: For the budget conscious
The first option is to use software called ‘Boot Camp’. You will find the Boot Camp Assistant app in the Utilities folder of your Mac. Once Boot Camp is installed you will be able to install Windows 7,8 or 10 on a separate partition. You will then be able to install your Cashflow Manager software.

Option 2: For ultimate convenience
Purchase software called Parallels or VMware Fusion, which allows you to install Windows 7, 8 or 10 onto your Mac. This program can be placed in the program dock and opened at any time while working within a Mac environment. The user can toggle between the two platforms (Mac or Windows) as necessary.

How do I download and install the program from the website?

How do I download and install the program from the website?Thomas Butterfield2016-12-20T12:49:06+00:00

To download the program, visit the Cashflow Manager Downloads Centre and select the Version 10 program you wish to install. You will need to click [save] to save the downloaded file to a location of your choice (eg: downloads folder). The file will then download. Once the program file has finished downloading, navigate to its location (eg: downloads folder).
To install the program, double-click on the file. Click on ‘More Info’ and then click on ‘Run Anyway’. You can now follow the easy installation wizard to finish the process. Once the program has installed, a program icon will be created on your desktop.

What are the system requirements for my computer to run Version 10?

What are the system requirements for my computer to run Version 10?Thomas Butterfield2016-12-20T12:48:46+00:00

Cashflow Manager is designed to run on a PC computer running Windows 7, Windows 8 or Windows 10. The program requires at least 4GB of RAM with a XVGA [1024×768] or higher resolution monitor with 16 bit colour. You will need at least 150MB of hard disk space on your computer for your program and tutorial files.

Select the account(s) you wish to export. ‘All Accounts’ is the default selection, but you can change this to the current account you are working in, or click on [Select Accounts] to choose which ones you would like to include.

Choose the starting month and year and the ending month and year.

You are now ready to create the export file.

Click on [Browse] The ‘Save as’ window will appear to allow you to choose a location and file name for the export file. The default location is the C:\Users\Username\AppData\Roaming\CFM\Cashflow10\Data folder

The default file name is the name of your current business file with information about the dates you are exporting. For example, if your current file name is ‘Sample’ and you are exporting from January 2016 to March 2016, the file name for the export file will be Sample Jan2014-Mar2016.

The file will be saved as an Accountant Export File with an .ec10 extension.

The months will be locked for each of the accounts included in the export so you do not make any unwanted changes. A red padlock will appear next to the account name in your Cashflow Manager work area to indicate that the month is locked.

If you wish to email the file to your accountant, check the box that says ‘Email File when Export Complete’.

Click on the [Export] button. The program will now create the file. If you select ‘Email File When Export Complete’ the ‘Email Document’ window will appear.

To record a ‘money in’ transaction, first select the account you wish to add the transaction to.

Click on the ‘Money In’ tab and ensure you are working in the correct month and year.

Type the correct day of the month in the ‘day’ box and press [Enter].

Type in the name of your customer and press [Enter].

Type in the details of your money in transaction and press [Enter].

Add in your receipt number there is one, or press the [Tab] if you wish to leave this blank.

Enter the amount into ‘total receipts’ and press [Enter].

Use the tab or left and right arrow keys to move the amount to the correct allocation column. Alternatively you can press the letter that the column starts with. For example, if the ‘S’ key was pressed, the allocation would jump to the ‘Sales’ column.

The amount will now appear in the ‘Bank Deposits’ column. If you have deposited it into the bank simply press [Enter]. If you have held the money as cash, press the [Tab] button to add the amount to the ‘Receipts not Banked’ and press [Enter].

Your line is now complete and you can move onto your next transaction.

How do I customise my money in and money out columns?

How do I customise my money in and money out columns?Thomas Butterfield2017-01-11T15:55:22+00:00

To customise your columns click on the ‘customise columns’ icon. The page that appears will give you the option to customise your ‘Money in’ or ‘Money out’ columns by clicking the tab for the section you wish to modify.

The table lists all the columns that are included in the business template you selected and includes five fields of information, which you need to fill in:

The Column Name, which can be up to 50 characters in length and must be unique

The Accountant’s Code is used to match the codes used by your accountant’s general ledger program. If you don’t know the code your accountant uses, leave this blank.

The Tax Type determines the GST calculation and reporting that applies to the column.

The Profit/Loss status – if the checkbox is ticked, then the column will be included in the Profit and Loss Report; if not, it will appear on the Balance Sheet (Movement) Report.

Hide, which allows irrelevant columns to be hidden from the Money In and Out sections.

The buttons on the right side perform various functions:

[Add New] Click on this button to add a new column.

[Delete] Click on the line for the column you wish to delete and then click on the [Delete] The column will be deleted unless there is data recorded in that column.

[Undo] The [Undo] button will be activated when you delete a column. You can click on this button to ‘undo’ the deletion.

[Sort A-Z] Sort your columns alphabetically.

[Sort Z-A] Sort your columns in reverse alphabetical order.

[Add to All Accounts] Columns in one account can be added to all other accounts.

[Up and Down Arrows] Move your selected column in the direction of the arrow, one position for each click.

[Save] Click on this button to save the changes you have made. An information box will advise that your changes have been saved.

[Cancel] Exit the Customise Columns table. Any changes you have made since you last clicked the [Save] button will not be saved.

To save your changes and then exit the Customise Columns table, click on the [Save] button and then the [Cancel] button.

Invoice Manager FAQs

How do I create a customised layout using the Invoice Layout Wizard?

How do I create a customised layout using the Invoice Layout Wizard?Thomas Butterfield2017-01-11T16:06:09+00:00

Click [Tools].

Click [Invoice Setup Wizard].

Choose ‘Create new invoice template’.

Enter a name for template and click [Next].

On this screen you can edit any details relevant to your business by clicking [Edit]. Make sure you click [Save] after making any changes. When you are happy with edit click [Next]

Choose ‘Yes’ to include remittance advice. Click [Next]

Choose which company details to print on remittance advice. Click [Next]

Fill out the details for the item. When all information has been entered, click on the [Save] button in the bottom right-hand corner of the screen. If you wish to add another item, click on [Save & New].

Wages Manager FAQs

You are able to lodge your Cashflow Manager PAYG summaries to the ATO via Standard Business Reporting. To use this feature, you must register for this option with the ATO and be connected to the Internet.

Click on [Tools] > [Lodge PAYG Summaries via SBR]

The SBR Settings page will open.

The first time you use this you will need to create the settings. However, if you have already done this for lodging your BAS via SBR, some of your details such as your Lodgement Details and Auskey Credentials will already be saved. The payer and intermediary information previously recorded will also be saved, but this section requires more information than the BAS section.

Your Lodgement Details and Auskey Credentials will be information supplied from the Tax Office when you registered for Standard Business Reporting.

The ‘Keystore’ or ‘Auskey’ is a file supplied by the ATO, and needs to be saved on your computer and selected in the setup process.

The ‘Payer Information is for your business. The ‘Intermediary Information’ relates to any intermediary such as your accountant who lodges this information on your behalf.

When you have completed this information, or entering your password when you return, click on [Next]. Note: This information will automatically appear when you next open this section. However, you will need to type in the ‘Keystore or Auskey’Password’ supplied to you by the ATO each time you use the SBR lodgement.

When you click on [Next] your employees will be listed. Select the employees to include in the report.

Once you have completed the form, click on [Prelodge] to have the ATO check your form, or [Lodge] to lodge your form.

How do I create an EMDUPE file (PAYG Payment summary file)?

How do I create an EMDUPE file (PAYG Payment summary file)?Thomas Butterfield2017-01-11T16:10:51+00:00

A window will appear asking if you have already sent a file to the ATO for the current financial year

If you have not, select [No] and click [Next].

If you have, click on [Yes] and the next question will be ‘Have there been amendments to employee data since the file was sent to the ATO?’ If you have not made any changes click [No] then click the [Next] Button. If you have made changes click [Yes] and click the [Next] button.

Tick all employees that have had changes made to their information. Click the [Next] button.

Choosing either ‘Yes’ or ‘No’ to the above steps will take you to a screen with all your business details. Make sure all of the information is filled in correctly. Click on the [Create File] button.

Select a location to save the EMPDUPE file to (Make sure it is a location easy for you to find later- ie: Documents). Once the location has been selected click on the [Save] button.

A message will appear asking if you would like to print the ‘Magnetic Media Information’ form now’. This is to be sent with the EMPDUPE file. Click on the [Yes] button.

A new screen will appear. Click on the [Print] button.

Your ‘Magnetic Media Form’ is now ready to be given to the ATO with the device (CD, USB etc) you have saved your EMPUPE file to.

The address you need to mail your device to appears at the bottom of the ‘Magnetic Media Form’, and is different for CD’s and USB’s.

How do I pay Super contributions using SuperStream?

How do I pay Super contributions using SuperStream?Thomas Butterfield2017-01-11T16:09:13+00:00

Choose a SuperStream Option

Before you get started with SuperStream you need to think about which payment option will be best for your business.

There are currently two different ways in which you can make your SuperStream payment:

Manual Method

Register your company and employees with the clearing house of your choice.

Create a Superannuation Remittance report in your payroll software.

Click on the ‘Reports’ tab

Select the ‘Superannuation Remittance Report’ and click [Next].

Specify the options for the report by selecting the applicable employees and contribution period. For a comprehensive report select ‘All Funds’. Click [Preview].

A preview of the report will appear. You can print, email or save the report as a PDF.

Login to your clearing house and manually enter the super payment for each employee.

File Method

Register your company and employees with the clearing house of your choice.

Switch on SuperStream

First you must switch on SuperStream via Tools > Options. Check the box that says ‘Use SuperStream’.

Once the option is ticked, the SuperStream setup screen will appear. The SuperStream setup screen requires you to record super fund and employee Information that has not been previously recorded. Each fund needs to be selected individually and modified. To do this, select the appropriate fund, and click [Modify Fund].

The ‘Modify Super fund’ screen will appear where you will need to enter all the super fund details.

Once you have completed this, click [Save].

Repeat the process for all of your employees’ funds and click [Next].

Select each employee’s gender from the drop-down list. The SuperStream set up is complete.

The ‘Superannuation Payments’ screen will then appear. Select the correct contribution period. The payment date will default to today’s date. You also have the option to transfer the payment to Cashflow Manager. Click [Next].

The ‘Superannuation Payments’ screen will appear. Click on the [Create SuperStream File] button.

The ‘Sender and Payer Information’ screen will then appear. Here the organisation name and ABN will automatically pre-fill. You must enter your name, email, phone number, BSB, account number and account name before creating the SAFF.

Click on the [Create SAFF] button.

The SAFF file will be in a CSV format. The file name will automatically pre-fill, and the file location will default to C/Users/Username/AppData/Roaming/CFM/Cashflow10/SBR (you can change the file location by navigating to it). Click the [Save] button.

The SAFF file has now been created and the super payment successfully recorded.

Select the Employee from the Employees List on the ‘Wages’ Home screen.

Click on the [Terminate Employee] button.

A box will appear asking if you are sure you wish to terminate this Employee. Click the [Yes] button.

Select the termination date and click the [OK] button.

Another box will appear asking if you would like to record a TERMINATION PAY. Click NO if Employee has no Annual Leave/Long Service Leave.
to be paid out. Termination is now complete.

Click YES if a termination pay needs to be calculated.

Make sure the ‘Date of Termination Pay’ is correct. Select the ‘Type of Termination’. Make sure the ‘Average Weekly Gross’ pay and ‘Hourly Rate’ is correct, along with the ‘Annual Leave Balance (Hours)’, the ‘Annual Leave Owing’ and the ‘Leave Loading Owing’. Click the [Next] button.

This will show which section of entitlements the employee will receive. If you need to add any ‘Long Service Leave’ Entitlements, do it at this point. Click the [Calculate] button.

A ‘Pay Summary’ will appear showing how much the employee is owed for their Leave. Click the [Save] button.

The ‘Termination Pay’ is now complete and you may [Print] or [Cancel} out of the Pay summary Window.

Click on [Add Employee] on the right-hand side of the main ‘Employees’ screen.

Add an Employee number and select all that is relevant to this employee. Click [Next].

Add all Tax File Number details that the employee has filled out on their Tax File Declaration form. Click [Next].

Add the required Employee details in the ‘Payroll Details’ screen. The Start Date, Normal Hours, Pay Structure, Hourly Rate and Pay Method are all compulsory to fill out in the ‘Payroll Details’ screen.

There are also other pay options at the lower part of the ‘Payroll Details’ screen which allow you to add any Allowances, Deductions, Union information, Overtime, RDO’s Salary Sacrifice, Custom Rates and Shift Allowances. Click [Next].

The ‘Leave’ tab is where you can add any Personal/ Carers Leave (Sick Leave), Annual Leave, Leave Loading and Parental Leave. Add all relevant information and click [Next].

Bank Details can be added if you have chosen to pay an employee electronically though your bank. Entering bank details are not compulsory if you are not using the electronic pay method. Click [Next].

The ‘Superannuation’ section allows you to enter all superannuation details for employees.

The ‘Employer Superannuation’ tab is the compulsory 9% the employer must pay.

Employee Superannuation is when the employee requests superannuation to be deducted from their pay after tax.

Reportable Superannuation’ is when the employee is influencing the employer’s compulsory 9% contribution. For example, if the employee wants an extra 5% which makes the total 14% for the contribution, the 5% goes into the ‘Reportable Superannuation’ section. Click [Save].

Employee has now been added. A message will appear asking if you would like to lodge the TFN Declaration via SBR. Click [Yes] or [No] to continue.

Cloud

General FAQs

Will Accountants and Bookkeepers be able to access my data?

Will Accountants and Bookkeepers be able to access my data?Phil Ward2017-08-07T13:53:38+00:00

Yes. Clients can select their accountants in settings if they are Inner Circle members. Inner Circle members can then access different clients with a single sign-on. If an accountant or bookkeeper is not an Inner Circle member, the client can add them as a user in the same way that they add other users to the program.

If I use the Trial, will my data be saved when I begin my subscription?

If I use the Trial, will my data be saved when I begin my subscription?Phil Ward2017-08-07T16:09:18+00:00

Your data can be retained if you subscribe before your 30 day trial expires.

You have the choice to carry on with the data you have entered or start a clean business.

How do I process a Deposit? Money InPhil Ward2017-08-07T16:04:05+00:00

Click on the deposit menu and select [Process Deposit]

Select account and set deposit date.

Select transaction(s) to be included in this deposit.

Click [Save]. Deposit is complete and transaction(s) used will be locked.

How do I customise my money in and money out columns?

How do I customise my money in and money out columns?Nigel Lippett2017-08-07T15:27:31+00:00

To customise your columns click on the ‘customise’ button. The page that appears will give you the option to customise your ‘Money in’ or ‘Money out’ columns by clicking the tab for the section you wish to modify.

The table lists all the columns that are included in the account you are working in and includes five fields of information, which you need to fill in:

The Column Name, which can be up to 50 characters in length and must be unique

The Accountant’s Code is used to match the codes used by your accountant’s general ledger program. If you don’t know the code your accountant uses, leave this blank.

The Tax Type determines the Tax calculation and reporting that applies to the column.

The Profit/Loss status – if the checkbox is ticked, then the column will be included in the Profit and Loss Report; if not, it will appear on the Balance Sheet (Movement) Report.

Hide, which allows irrelevant columns to be hidden from the Money In and Out sections.

The buttons on the right side perform various functions:

[Add New] Click on this button to add a new column.

[Delete] Click on the line for the column you wish to delete and then click on the [Delete] The column will be deleted unless there is data recorded in that column.

[Undo] The [Undo] button will be activated when you delete a column. You can click on this button to ‘undo’ the deletion.

[Sort A-Z] Sort your columns alphabetically.

[Sort Z-A] Sort your columns in reverse alphabetical order.

[Up and Down Arrows] Move your selected column in the direction of the arrow, one position for each click.

[Save] Click on this button to save the changes you have made. An information box will advise that your changes have been saved.

[Cancel] Exit the Customise Columns table. Any changes you have made since you last clicked the [OK] button will not be saved.

To save your changes and then exit the Customise Columns table, click on the [Save] button and then the [Close] button.

How do I record money in transactions?

How do I record money in transactions?Nigel Lippett2017-08-07T15:40:08+00:00

Click on Money In and make sure you are in the correct account.

Ensure you are working in the correct month and year.

Click on the Add Record button.

Enter the date for the transaction. [Tab]

Select a Customer from the list. [Tab].

Enter transaction amount. [Tab]

Type in the details of your money in transaction (Optional).

Select an allocation column.

Click Save to add transaction to the Grid.

If you wish to add multiple transactions click Save & Another to continue adding transactions.